Change in Vacation Accrual Rate

I. Policy Summary

The University provides vacation for rest, relaxation, and renewal to career and limited employees who are appointed at 50% time or more for six months or more.

An employee not eligible to earn vacation because their appointment is less than 50% time or short-term may become eligible to earn vacation after six months of continuous service at 50% time or more.

The amount of vacation earned increases with the length of qualifying years of service based upon policy or collective bargaining agreement.

Qualifying service is a month on pay status at half time or more. Service need not be continuous to be counted. Periods of leave with pay, military leave with pay, and leave without pay because of a work-incurred injury or illness, are included in the determination of the length of qualifying service.

All University of California, State of California and California State University service at one-half time or more is counted to determine an employee's qualifying service toward vacation accrual rates. Academic service may be included to determine the length of service, but a service award or increase in a vacation accrual rate is granted only to a staff employee.

II. Related Policies, Contract Articles, and References

  1. Personnel Policies for Staff Members (PPSM) –employees not covered by a collective bargaining agreement

    • Absence from Work Policy

  2. Contract Articles - employees covered by a collective bargaining agreement

III. Authority


IV. Criteria

Vacation Credit Tables:

  • Professional and Support Staff (PSS)

  • Managers/Sr. Professionals/Sr. Managers

  • Grandparented PSS Staff

  • Grandparented Sr. Managers

V. Process Overview

  1. SHR Compensation:

    Validates service credit for employees approaching qualifying years of service.

    Evaluates prior service credit information and current service to establish service award and/or increase in the vacation accrual rates as appropriate.

    Prepares and forwards the Service Award Increase Letter and Service Award (as applicable) to the appropriate SHR Operations Team.

  2. SHR Operations:

    Receives Service Award Increase Letter and Service Award (as applicable) from SHR Compensation.

    Copies Service Award Increase Letter and forwards the original Service Award Increase Letter and Service Award (as applicable) to the Unit/Department designee.

    Updates the leave accrual code for the employee in the PPS employee database in a timely fashion to ensure correct accrual rate in the future. Refer to PPS User Manual-Staff Actions- Staff Leave Accrual Coding.

    Adjusts vacation leave balances as appropriate. The verification of service credit for leave accrual purposes may result in retroactive rate changes. Vacation leave balances on the Time Benefits Roster and within CruzPay will need manual input to reflect retroactive increase in accruals.

    Files copy of the Service Award Increase Letter in the SHR employee file.

  3. Unit/Department:

    Receives the Service Award Increase Eligibility form and Service Award (as applicable) from SHR.

    Notifies employee of the effective date of change in leave accrual rate.

    Presents Service Award to employee as appropriate.

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Revised September 2008: A.17